Candidate Briefing · Feedback to Candidates Belfast Met is committed to learning and skills...

Candidate Brief CfE ADMINISTRATOR

Belfast Metropolitan College Administrator – Jan 2020 1

Candidate Briefing

Administrator -

Centre for Excellence

(Ref:2020/010A)

Leading the city to work



Published by Belfast Metropolitan College

www.belfastmet.ac.uk

Belfast Metropolitan College [‘Belfast Met’] is committed to providing publications that are

accessible to all.

To request additional copies of this publication in a different format please contact:

Equality Unit Belfast Metropolitan College Titanic Quarter Campus 7 Queen’s Road Belfast, BT3 9DT

© Belfast Metropolitan College 2020

You are welcome to copy this publication for your own use. Otherwise, no part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, electrical, chemical, optical, photocopying, recording or otherwise, without prior written permission of the copyright owner. Further Information For further information about any of the information contained within this document please contact: HR Department Belfast Metropolitan College Castlereagh Campus Montgomery Road Belfast BT6 9JD

Tel: 02890 265370

Email: [email protected]

http://www.belfastmet.ac.uk/

mailto:[email protected]



About this Candidate Brief This Candidate Brief provides you with important information about the College, our needs, the

post, the process that will be used and how to apply.

It contains:

About Belfast Met ...................................................................................................................... 4

Our Mission ...................................................................................................................................................... 4

Our Values ........................................................................................................................................................ 4

In Numbers....................................................................................................................................................... 5

Key Achievements ............................................................................................................................................ 5

Organisational Structure .................................................................................................................................. 6

Centre for Excellence ................................................................................................................. 7

Our Requirements ............................................................................................................................................ 7

Job Description ................................................................................................................................................. 8

Personnel Specification .................................................................................................................................. 11

Benefits of Working at Belfast Met ........................................................................................... 12

General Information for Candidates ......................................................................................... 13

Application Process ........................................................................................................................................ 13

Key Dates ....................................................................................................................................................... 13

Shortlisting Process ........................................................................................................................................ 14

Selection Process ........................................................................................................................................... 14

Provisional Assessment & Interview Dates .................................................................................................... 14

Engagement Process ...................................................................................................................................... 15

Reserve List .................................................................................................................................................... 15

Feedback to Candidates ................................................................................................................................. 15

Belfast Met Competency Framework ........................................................................................ 16



About Belfast Met Belfast Met is the largest Further and Higher Education College in Northern Ireland and one of

only 30 to join the influential 157 Group – a consortium of the UK’s leading FE Colleges and a

member of the global community college association RC2020. Founded in 1906, as the Belfast

Municipal Technical Institute, we have been making a contribution to the economic and

enterprise development of the City for over 100 years.

Belfast Met is the largest and longest established further and higher education college in Northern

Ireland. We offer a broad range of innovative, high quality, economically relevant provision.

Our modern, award-winning estate spans the length and breadth of the city of Belfast and

comprises four main campuses – Titanic Quarter, Millfield, Springvale and Castlereagh – as well as

a range of smaller outreach centres, including the new community hub at Girdwood.

We attract over 37,000 enrolments per year and continually adapt and develop our curriculum to

keep pace with shifting economic and skills demands. In addition to equipping the city of Belfast

and beyond with the skills for work, we are also a £60 million business in our own right. We provide

employment to over 1,000 people and procure around £7 million of goods and services per year.

Our Mission The College’s mission statement is:

"To make a fundamental impact on the economic and social success of the city of Belfast and

beyond by equipping its people, employers and communities with the skills for work."

Our Values

Collaboration Forging strong and creative partnerships based on shared goals and mutual respect, striving to bring out the best performance and delivering clear and tangible outcomes.

Ambition Determined to accomplish great things for our learners, our College, our business and industry partners, the communities we serve, and the city of Belfast and beyond.

Respect Valuing everyone’s contribution, acting with courtesy and consideration, providing help and support when needed and always behaving in an honest, transparent and fair manner.

Excellence Making excellence part of our day-to-day working lives, seeking continuous quality improvement and setting and achieving the highest possible standards for individuals and the College.



In Numbers

Key Achievements

Highlights over the period of our last Corporate Plan 2013-16 included:



Organisational Structure The College’s goal is to be an excellent organisation and a great place to work for all its people.

A core part of this is what we as a College offer to our employees.

Principal and Chief Executive

Director of Curriculum

School of Academic and

Continuing Education

Belfast Business School

School of Creative & Digital

Industries

School of Health Wellbeing &

Inclusion

School of Science Engineering & Construction

Curriculum Operational

Planning Service

Learner Success

Director of People, Policy & Planning

Human Resources

Centre for Excellence -Teaching &

Learning and Quality Assurance

Centre for Marketing and

Design

Strategic Planning

Director of Development

Centre for Apprenticeships

& Skills

Economic Development & Social Inclusion

Chief Operating Officer

Finance

IT

Estate & Facilities Management



Centre for Excel lence The College has made the significant commitment to invest in a departmental structure which has

pulled together 5 key areas to achieve integration across all learning and development services, for

all staff, into one structure. The Centre for Excellence, sits in Corporate Development and brings

together

Organisational Development

Staff Development

Teaching & Learning (academic staff) Excellence

Technology Enhanced Learning & VLE support

Curriculum Quality Assurance: responsible for Curriculum Quality Standards, Audit

& Compliance functions

This multi skilled team will work within specialist functional groups to deliver key development

outcomes for staff. However, the whole team will deliver a new programme of integrated services

for the College to achieve synergy across the functions, enabling all staff to reach their full

potential, and for Belfast Met to achieve excellence across individual, team and departmental level,

to ultimately deliver excellence for our key stakeholders – learners, parents and employers.

Our Requirements

The College is currently seeking applications for the following role:

Administrator – Centre for Excellence (CfE) Ref: 2019/010A



Job Description

ROLE: Centre for Excellence (CfE) - Administrator

CONTRACT: Permanent

LOCATION: The successful applicant may be required to work in any of the Colleges buildings, as necessary.

SALARY/GRADE: Band 3 (£18,795 - £19,171)

TERMS & CONDITIONS: Support

RESPONSIBLE TO: Head of Excellence

RESPONSIBLE FOR: No direct reports

JOB PURPOSE: The Centre for Excellence is Belfast Met’s Quality Improvement Team – comprising of 4 overall functions: Staff Development, Technology Enhanced Learning, Quality Assurance and Organisational Excellence. The post holder will be responsible for providing comprehensive admin support to the Centre for Excellence Team managers, including

General Admin support – room bookings, catering planning, and staff development related admin (course bookings, CPD records etc.)

Secretariat functions for all teams (meetings bookings and minute taking/write up & dissemination) and their related meetings

Support functions to the Head of Excellence on organisational excellence projects such as staff development conferences, CPD events and the annual staff awards

MAIN DUTIES & RESPONSIBILITIES

1. Centralised Administrative Processes

Admin support to CfE – meeting bookings, minutes, management diary co-ordination etc.

Co-ordinating the processing of external training requests via the college standard process – including the booking of flights and accommodation via the central approved provider

Logistical management regarding resources – stationery, hospitality books, venue bookings etc.



2. Staff Development & Training

To support the Staff Development Coordinator in rolling out the annual staff development schedule and all that entails

To provide support as required to internal, and externally procured, trainers in terms of coordinating admin requirements and ensuring booking of rooms, production of materials etc.

Screen and organise all staff development requests and enter them on the system prior to passing to the relevant team manager for sign off

To manage the input of data onto the main software systems used to capture data including (currently) Agresso (financial) and JANE (HR software)

To pull MIS reports from these systems for the team managers as required

Respond to all staff development requests providing written permissions for attendance/reasons why approval was not granted, in a timely manner

3. Quality Assurance

To work closely with the Quality Assurance Team and provide secretariat functions for quality meetings such as the HE and FE quality groups, Exam Boards and SER review panels

Provide specific admin support for ETI & QAA inspections

4. Financial & Information Administration

Supporting Centre for Excellence related financial information administration – including data entry on Agresso, generating purchase order numbers, updating budget spread sheets and processing invoices for external payees, and internal journaling for internal services

5. Logistical & Administrative Support

Ensure appropriate and timely ordering of stationery and other resources

Work with the staff development team to map projected need for resources to ensure effective resourcing flow

Develop effective working relationships and liaise closely with key personnel/services including Estates and Catering to enable effective delivery of staff development programmes

Be the CfE Health & Safety Rep

Provide minute taking (secretariat) function for the cross college mental health Charter Working group, and Steering group

Provide admin support for staff and organisational development teams, including occasionally specific project work for the Head of Excellence

General

To contribute to the achievement of the College’s mission, values and strategic directions.

Participate in the Colleges performance appraisal system

Participate in College developments, attend internal and external meetings and training

programmes required



Adhere to general standards of conduct embodied in College policies

To implement and embed the College’s equality and diversity policies and respond to its

equality and diversity duties as they relate to all stakeholders.

Act, if directed as fire marshal or warden

Carry out, if directed, the role of first aider

To undertake such other relevant duties as may be reasonably expected of the post holder.

The post is a Previously Controlled Activity Position as defined by the Safeguarding Vulnerable

Groups NI Order 2007.

Belfast Metropolitan College is a child-care organisation and complies with the requirements of

the Protection of Children and Vulnerable Adults Regulations

SOC 4 – Jan 2020

Further Education is an ever changing service and all staff are expected to participate

constructively in College activities and to adopt a flexible approach to their work.

Note: No job description can cover every issue that may arise within this post at various times

and the post holder is expected to carry out other duties which are broadly consistent with

those contained in this document. The job description will be reviewed and varied

periodically by Management in the light of the business needs of the College.



Personnel Specification Essential Criteria

Qualifications Hold a qualification BTEC National, GNVQ Advanced, or NVQ Level 3 or above in a relevant subject together with a minimum of one years’ experience of working in an administrative setting OR Have a minimum of two years’ experience working in an administrative setting.

English GCSE at Grade C or above, OR Essential Skills level 2 (or higher) in Communication, or equivalent.

Maths GCSE at Grade C or above, OR Essential Skills level 2 (or higher) in Numeracy, or equivalent

Experience Experience of working in an administrative role that involved provided project focused support

Experience of using databases & spreadsheets for tasks such as data entry and pulling reports from databases/ spreadsheets

Excellent IT skills such as using the MS Office package (Word, Excel, Outlook, PowerPoint)

Competencies The competencies required for the effective performance of this post are:-

Information and Data Analysis

Planning, Prioritising and Organising

Customer Service Orientation

Team working

Communication and Personal Impact



Benefits of Working at Belfast Met The College’s goal is to be an excellent organisation and a great place to work for all its people. A

core part of this is what we as a College offer to our employees.

Staff are key to the continued success of the College, and we want to make sure they are

rewarded accordingly. There are a number of benefits available to staff at Belfast Met than just

purely the financial rewards but this an important part. Benefits available to our employees

include;

HOLIDAYS

The College offers a generous holiday allowance to support staff. The annual leave period for support staff extends from 1 April to 31 March.

Leave entitlement for support staff will depend on your grade and length of service. Details are set out below (but see notes below).

Grade Minimum leave entitlement in days

Entitlement in days after 5 years’ continuous service

Band 3 21 28

In addition to this staff are entitled to 12 statutory holidays. Part time staff are entitled to holidays on a pro-rata basis.

PENSIONS RELATED BENEFITS

New support staff are automatically enrolled into the Northern Ireland Local Government Pension Scheme (LGPS). This is a contributory scheme administrated by the Northern Ireland Local Government Officers’ Superannuation Committee (NILGOSC).

Existing staff who have opted out may re-join the scheme. As a member of LGPS your contribution rate depends on how much you are paid. Further details on this will be available from the HR department.

FAMILY RELATED BENEFITS

Benenden Healthcare is a UK-based mutual not-for-profit friendly society run for members, providing healthcare for those who work, or have worked, in the UK public sector.

The scheme is open to all staff . All members pay the same flat rate per week, regardless of their circumstances.

The services you will receive from the moment you join include a UK-based GP advice line, stress counselling helpline, independent care advice service, and discounts on health screening.

OTHER BENEFITS Other benefits include; • Occupational Maternity / Paternity / Adoption Leave • Carers Leave • Flexible working • Training and Development • Cycle to work Scheme



General Information for Candidates Application Process

Candidates wishing to apply for this role must do so by using the designated online application

form. Applications will only be accepted online and not in any other format. Please note CVs are

not accepted.

Any candidate who requires the application form in an alternative format due to a disability should

contact HR by email to [email protected] or by telephoning 02890 265370 for further

information.

Candidates are required to fully demonstrate on their application form how they meet the

essential criteria for the role they wish to apply in the ‘Essential Criteria’ section of the application

form. Failure to do so will mean that the panel will be unable to shortlist you for interview. The

College recommends that candidates should read the Candidate Guidance – How to complete your

Application Form document to fully understand the information that is required from you.

It is the responsibility of all candidates to ensure that completed application forms are received by

the HR Department by the closing date and time specified. Candidates should note that the system

will close live jobs at the stroke of 12.00 noon. Late applications received by the College after the

specified date and time will not be considered in this process. The closing time and date for

applications is not later than 12.00 noon on Wednesday, 29 January 2020.

Please note: If you have previously applied for this post within the last 6 months and were not

successful after interview and/or assessment you will not be eligible to re-apply for the same post.

Key Dates

Closing date

• 12:00noon, Wednesday 29 January 2020

Shortlisting date

• Wednesday 5 February2020

Assessment date

• Wednesday 12 February 2020

Interview / Assessment date(s)

• Thursday 28 February 2020

mailto:[email protected]



Shortlisting Process

All completed applications will be assessed by a selection panel against the selection criteria

relevant for the role.

Please note that the selection panel can only shortlist based on the information candidates provide

on the application form and cannot make any assumptions based on any prior or personal

knowledge.

The provisional date for panel shortlisting is Wednesday 5 February 2020. All candidates will be

notified as to the outcome of the shortlisting process.

In the event of an excessive number of applications, the College reserves the right to enhance the

shortlisting criteria.

Selection Process

Should a shortlisted candidate still wish to progress, they must attend an interview and/or

assessment to fully demonstrate how they meet the criteria for the role. The interview will be by

competency based assessment. The selection process may also comprise of other assessment

methods depending on the role.

Assessments may consist of a range of techniques. These could be group exercises, simulated

exercise, role-play, presentation, psychometric testing, written or computer based exercises.

Details of the assessment will not typically be provided to candidates in advance unless the

assessment requires advance preparation e.g. seen presentation topic.

Provisional Assessment & Interview Dates

Regrettably, we will be unable to reschedule interviews for candidates and if a candidate does

not attend for interview, we will then assume that they have withdrawn from the process.

It is anticipated that assessment will be held as follows:

Wednesday 12 February 2020

It is anticipated that interviews will be held as follows:

Friday 28 February 2020

Please note, only those who successfully pass the assessment process will be invited to interview.

Please note, this/these date(s) may be subject to change dependent on panel availability.

Candidates should note that the College does not reimburse costs incurred by them travelling for

interview and assessment.



Engagement Process

To be appointed to the College, all candidates that pass the assessment process will be required to

go through an AccessNI Enhanced Disclosure Criminal Record Check of which a fee of £33, payable

by the candidate. See AccessNI’s web site for further information www.accessni.gov.uk

Successful candidates will also be required to complete the following activities:

Satisfactory completion of a confidential medical pre-placement questionnaire and, if

necessary, an examination by an occupational health advisor/physician; Receipt of

documentary evidence of qualifications (if applicable);

Receipt of satisfactory references (see application form), and any gaps in your employment

history being satisfactorily explained;

Presentation of documentation relating to eligibility for employment in the UK;

Any other requirements which the College deems necessary.

All these checks require to be completed in advance of any engagement for work. Upon

satisfactory completion of all of the elements outlined above, candidates be contacted to arrange a

date of commencement.

Reserve List

Where a candidate is successful in the selection process but no vacancy exists, they may be placed

on a Reserve List. Their placement on the Reserve List will be based on their rank order from

interview/assessment. Candidates will remain on the Reserve List typically for a period of six-

twelve months (dependent on role) from their date of interview.

Feedback to Candidates

Belfast Met is committed to learning and skills development. This ethos permeates through the

organisation. In recognition of the Colleges commitments to its learning and skills strategy,

unsuccessful applicants will be offered feedback at every stage of the recruitment cycle.

All feedback requests must be made in writing (emails accepted) and will be managed by the HR

department only. Feedback will be offered at both shortlisting and interview stage.

All shortlisting will be carried out on the basis of the selection criteria as laid out in the person

specification for each role. If shortlisting occurs, candidates will be provided with written feedback

(via email) only. Applicants who have not been successful at interview and/or assessment stages

will be offered verbal feedback only.

Feedback requests must be made within 5 working days of the decision being communicated. Any

requests made outside this time will not be considered. Please note, the delivery of feedback will

be dependent on panel availability.

http://www.accessni.gov.uk/



Lead Communication and Personal Impact

Has the ability to structure and pitch all communications at an appropriate and relevant level to meet the

needs of a range of audiences. Present ideas persuasively and takes opportunity to reinforce important

message.

Must be able to write clearly, unambiguously and logically using appropriate style and language.

Manages a range of difficult situations, confronts problems and remains resilient to set backs. Accepts total

responsibility for own area of work and makes strong positive impressions based on knowledge skills and

abilities.

Deliver Planning, Prioritising and Organising

Anticipates the work required to implement the business/ departmental plans. Determines workloads and

resources required for implementation. Schedules activities and resources to ensure projects and operational

plans are implemented and sees work through to its successful conclusion.

Collaboration and Team Work

Support a positive team environment where team members cooperate/ participate/ respect each other to

achieve desired results.

Information and Data Analysis

Ability to seek, collect and synthesize information from a variety of stakeholders and sources in an objective,

unbiased manner to reach a conclusion, goal, or judgment. Demonstrates sufficient experience of validating

the accuracy of data/information to resolve inconsistencies.

Customer Service Orientation

Ability to deliver a high quality service in accordance with the agreed service provisions and standards

expected from the role/ function. Is committed to providing an excellent service, to ensure a high level of

customer satisfaction is achieved. Understands the links between own personal professionalism and the

possible impact on the College image.

Belfast Met C ompetency Framework

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